VSys Live Implementation Questions/Decisions/Forks
Look and feel
Colors - usually straightforward.
Graphics - logo, home screen "splash" graphic, dynamic banner.
URL - if we host you, can be xyz.vsyslive.com or something on your own domain (requires extra effort from your IT team, but doesn't affect implementation time or use additional hours). If you're self-hosted, it will be something on your domain. Being on your domain either way requires appropriate SSL certificates.
Custom CSS is an option, but an expensive one. We can also optionally show your in-house web team how to add their CSS to the site.
Applications
Know what information you want to capture. Bring your existing designs. Hand-written markup is just fine!
For whom? New volunteers? Update existing?
List the applications you think you'll need, and for each:
Who should be able to use the application? Logged-in (existing) or not logged-in (new) users.
Should the application be visible via a menu on the website? You can hide applications so that they're only accessible to people to whom you've given the "secret" ink.
Instructions to show at the top? This is a good place to describe the program they're applying for, your overall rules and any special requirements they should know before starting.
Default Group and Person type for new applicants.
Message to show after submission?
Specials for different types of volunteers/applicants? Job shadows? (See notes below.)
Required fields?
Special rules such as min/max ages? (These would be rules enforced by VSys Live.)
Do you want the volunteer to upload their photo?
File uploads within application? If so, what do you expect them to upload? (You should normally not make file uploads required in an application: that makes them very difficult to deal with on mobile devices.)
Do you want a digital signature (signing the applicant's name using the mouse)?
Requested sites/Requested departments? These are usually helpful for complex organizations where you've got one application used by multiple locations or departments and you want the applicant to specify which one they're applying to.
Be careful with PHI.
Don't capture SSNs.
Who "owns" an application? In other words, when an application of some type is submitted, what groups of users should be notified about that? it's visible to a specific set of users and they get notified about it.
Application processing
After applications have been submitted, how are they dealt with? Staff will see applications in the Applications Approval Manager in VSys One or Anywhere. The rules below - if applicable - are usually based on the application type, Requested site, Requested department, Application handler, the person's Status, the application's Approval status.
What staff get access to which applications? Staff can always filter in VSys to choose which applications they want to work with at any given point in time, but using VSys Security, VSys can optionally enforce rules that limit what users have access to which applications. Don't use this if you don't actually need to enforce that restriction.
Who internally gets notified about new applications?
On what kind of schedule? This could be immediately, daily, weekly, etc.; limiting how often these go out is helpful when you're receiving dozens or hundreds of applications every week.
Re-notify if still open after some time? (This would usually be if the application sat with a Status of Pending and no one on staff has yet dealt with it.)
Do you need statuses beyond the built-in ones (Pending, Approved, Rejected, Duplicate, Ignored) needed?
Who (volunteers) gets access to what tools and when?
This is usually based on their Status or their eligibility checklist progress, but can also use properties such as their active job associations, group, type, etc. to change who sees what and when. For each item, under what conditions (if any) should a volunteer have access to a given tool?
Applications of various types, e.g. for updating profile or supplying additional information.
Job lookup
Training signup
Interview signup
Online trainings
Hours entry
Self check in/check out
Dashboard (not a VSys Anywhere dashboard, just a friendly guide for the volunteer).
File uploads, often for providing consent forms or other documents that require signatures.
Eligibility/intake checklists
Different types for different onboarding paths?
Show the checklist status to the volunteer on their "My Info" page? Or home screen? (Be careful with PHI, especially on home screen.)
(These can be very time-consuming to create/maintain if you have a lot of them or they're complex.)
Notifications
To whom? When? Examples:
"Thank you for your application" to volunteer after submission.
Daily e-mail to department staff with summary of recent applications.
Many, many other options.
Screening
Reference checks? If you want to do those in VSys Live we can show you how.
Background check vendors? If Sterling/Verified Volunteers this can be set up as part of the application process, capturing the right data and configuring VSys to automatically sent it to Sterling.
Other vendors aren't directly integrated; if you've got one, let's talk options. If nothing else maybe we can automate exports of new volunteers to that system in spreadsheet or delimited format.
Calendars
VSys Live can display many kinds of information on multiple calendars. Most commonly you'll have an organization calendar (shown to users who aren't logged in) and a personal calendar (shown to selected logged in users).
Assignments, trainings (mine, others; active and/or cancelled); interviews; upcoming events; open job slots; training course for signup; holidays; explicit calendar items; birthdays.
Each of these can be a different color and have different filters, e.g. showing upcoming assignments in yellow to only active volunteers at a specific location in one department.
Any custom way of displaying these? (This refers to the wording and layout of the content.)
Allow self-cancellation of assignments? Trainings?
Until someone is logged in, VSys Live doesn't know who they are, so every not-logged-in person sees exactly the same thing. If you need different landing pages for different hospitals in the same system, for example, you may need additional VSys Live instances for that (extra cost).
Self check in/out
Allows a volunteer to check in and out, similar to what they can do on the VSys Live Kiosk.
Check in for assignments only? Job associations? Walkup checkin jobs?
For what jobs?
Auto-checkout rules?
Job lookup
Specific shifts? You'll need to have job slots set up first.
Open schedule jobs? These create job associations rather than explicit assignments.
Who has access?
How far into the future?
Limit jobs, locations, etc.? In general job lookup will limit volunteers to only seeing the jobs for which they're eligible/qualified.
Require approval?
Recurring assignments? These don't match to job slots but exist independently.
Hours entry
Available to whom?
Which jobs - by job association?
How far back?
Require approval? (This can vary by job, person type, status, etc.)
Metrics/outcomes?
"My Info" page
What to show the volunteer? For each: Show? Hide? Show under specific conditions? Or hide the entire page?
Assignments
Hours
Hours summary
Trainings
Certifications
Reminders
Uploaded documents?
Static content/pages
This is unchanging content such as "About us", instructions, onboarding requirements, anything that's just HTML and needs to be shown.
Where? Home screen?
Specific custom pages?
Surveys
To whom and when?
Content?
By e-mail or directly in VSys Live?
Agreements
Agreements become certifications in profiles. Content can be any HTML; it cannot effectively be a PDF document or video unless it's okay to send the volunteer to a separate page to view the content and then come back and agree.
Content?
Types?
Subtle (list of agreements as links to be clicked) or "aggressive" (full screen, can't continue without agreeing)
